Outlook 2016 Introduction

OUTLOOK 2016

I NTRODUCTION

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

O UTLOOK 2016

I NTRODUCTION

Presented by OFFICEPRO, Inc.

Manual # MS16-610-01

Copyright 2014, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

•

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

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Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS...........................................................................................III

LESSON 1 -

EXPLORING OUTLOOK....................................................................1 Starting Outlook .......................................................................................................3 Using the Outlook Interface .....................................................................................5 Using the Folders View...........................................................................................13 Using the File Tab ...................................................................................................15 Using the Quick Access Toolbar..............................................................................18 Using the Ribbon ....................................................................................................20 Using the To-Do Bar................................................................................................21 Using the Outlook Today Page ...............................................................................23 SENDING AND RECEIVING MESSAGES ...........................................29 Using Outlook's E-mail Features.............................................................................30 Using the Mail Pane................................................................................................30 Sending a Message .................................................................................................31 Performing a Manual Send/Receive.......................................................................35 Reading Messages in the Reading Pane .................................................................36 Reading Messages in the Message Window ..........................................................38 Using a Desktop Alert to Open a Message .............................................................40 Changing the Reading Pane Layout ........................................................................41 Addressing Messages with the Address Book ........................................................43 Quickly Finding Unread Mail ..................................................................................46 Changing the Read Status of a Message ................................................................49 Viewing Sent Messages ..........................................................................................51 Replying to a Message............................................................................................52 Forwarding a Message............................................................................................55 Using the InfoBar....................................................................................................57  Step-by-Step...................................................................................................58 Exercise...................................................................................................................60

LESSON 2 -

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LESSON 3 -

ORGANIZING MESSAGES ..............................................................61 Arranging and Grouping Messages ........................................................................62 Using the Conversation View .................................................................................64 Sorting Messages....................................................................................................65 Changing Folder Views ...........................................................................................66 Flagging a Message.................................................................................................68 Flagging a Message with a Reminder .....................................................................71 Creating a New Search Folder ................................................................................74 Creating a Custom Search Folder ...........................................................................77 Creating a New Folder ............................................................................................80 Moving a Message to a Different Folder ................................................................82 Deleting a Folder ....................................................................................................84 Deleting a Message ................................................................................................85 Emptying the Deleted Items Folder........................................................................86 Recovering Deleted Items ......................................................................................88 Exercise...................................................................................................................90 WORKING WITH COMPONENTS AND OFFICE ................................93 Attaching a File to a Message.................................................................................94 Using the Attachment Viewer ................................................................................96 Saving a File Attachment ........................................................................................99 Reading an Attachment in an Office Application (Word, Excel, PowerPoint, Publisher, Access) ..............................................................................................................................101 Using Picture Attachment Options.......................................................................104 Attaching Outlook Items.......................................................................................105 Using the Office Clipboard....................................................................................107 Inserting a Hyperlink into a Message ...................................................................111 Creating a Signature .............................................................................................113 Selecting Default Signatures.................................................................................116 Inserting a Signature.............................................................................................119 Creating a Quick Part Entry ..................................................................................120 Working with AutoArchive ...................................................................................123 Exercise.................................................................................................................125

LESSON 4 -

LESSON 5 -

USING OUTLOOK MESSAGING FEATURES.................................... 127

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Working with Message Formats...........................................................................128 Changing the Default Message Format ................................................................128 Formatting a Message ..........................................................................................130 Saving a Draft Version of a Message ....................................................................131 Setting Message Options......................................................................................132 Setting Message Tracking Options .......................................................................136 Viewing the Message Tracking Status ..................................................................139 Recalling a Message..............................................................................................141 Hiding and Displaying Header Fields ....................................................................144 Printing from the Message List.............................................................................145 Printing from the Message Window ....................................................................148 Exercise.................................................................................................................150 SCHEDULING WITH THE CALENDAR ............................................ 153 Using the Calendar Pane ......................................................................................154 Navigating the Calendar .......................................................................................155 Scheduling a New Appointment...........................................................................158 Scheduling an Event .............................................................................................163 Working with the Daily Task List ..........................................................................167 Editing Calendar Items .........................................................................................168 Using Calendar Views ...........................................................................................170 Setting a Calendar Item as Recurring ...................................................................171 Moving Calendar Items ........................................................................................174 Viewing Side by Side Calendars ............................................................................175 Using Calendar Overlay Mode..............................................................................177 E-mailing your Calendar as a Snapshot ................................................................179 Viewing a Calendar Snapshot ...............................................................................182 Printing Calendar Information..............................................................................183 Deleting Calendar Items .......................................................................................185 Exercise.................................................................................................................187 MANAGING CONTACTS .............................................................. 189 Using the Contacts (People) Pane ........................................................................190 Adding a Contact ..................................................................................................191 Editing a Contact ..................................................................................................198

LESSON 6 -

LESSON 7 -

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Adding a Contact's Picture....................................................................................199 Using Electronic Business Cards ...........................................................................201 E-mailing an Electronic Business Card..................................................................204 Receiving an Electronic Business Card .................................................................207 Using the Index.....................................................................................................209 Flagging a Contact for Follow up ..........................................................................211 Adding a Reminder to a Follow Up.......................................................................212 Categorizing a Contact..........................................................................................215 Creating a Distribution List (Contact Group) ........................................................218 Using a Contact Group..........................................................................................221 Printing Contacts Information ..............................................................................223 Deleting a Contact ................................................................................................225 Exercise.................................................................................................................227

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Lesson 1 - E XPLORING O UTLOOK This lesson covers the following objectives: Working with Outlook Starting Outlook Using the Outlook Interface Using Tabs and Ribbons Using the Navigation Pane Customizing the Navigation Pane Using the Folder List Using the File Tab Using the Quick Access Toolbar Using the Ribbon Using the To-Do Bar Using the Outlook Today Page Exiting Outlook Exercise

Lesson 1 – Exploring Outlook

Outlook 2016

Working with Outlook



D ISCUSSION Microsoft Outlook 2016 is a comprehensive desktop information management program that integrates a number of applications to help you manage your communication and time. You can use Outlook to manage your electronic mail and contacts (now referred to as People), organize your calendar and scheduling, and maintain a journal of your activities. Using Outlook’s powerful messaging system, you can send and reply to e-mail messages, forward a message to another person, and attach items such as files and pictures to messages. Desktop alerts notify you when new e-mail has arrived, even if you are working in another application. You can use Outlook as a central inbox for all your internal and external e-mail messaging systems. For example, you can use Outlook to read your messages from both your Microsoft Exchange and Hotmail accounts.

Outlook also includes an address book where you can enter the e-mail addresses and business and personal information about the people with whom you communicate. You can even include a picture of the person in the address book.

Outlook provides extensive features for managing your calendar, and scheduling appointments and meetings. Calendar items can be color coded for preset or custom categories so that you can visually distinguish your schedule.

You can create and manage a task list in Outlook. Task features include setting reminders for tasks that have to be completed by a certain date, assigning tasks to other people, and tracking the progress of a task.

If you wish to jot down freeform notes to yourself, Outlook provides a notes feature for this purpose. Notes can be organized by color coding them and assigning them to categories.

You will find many features for organizing your mail and other Outlook items. These include Search Folders that automatically organize your messages into folders based on criteria, different colored flags for identifying items for follow-up, and views for arranging Outlook items.

You can get help on the many Outlook features in several ways, including the Tell me what you want to do box to the right of the View tab on the Ribbon , where you can search both online and offline sources to provide assistance and training, and answer your questions about Office products.

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Outlook 2016

Lesson 1 – Exploring Outlook

NOTE Many of Outlook’s features require that you, or you and the people with whom you communicate, are using a Microsoft Exchange Server e-mail account. In addition, some features require a Microsoft Exchange Server e-mail account.

S TARTING O UTLOOK  D ISCUSSION

You can use the Start menu to start Outlook. When Microsoft Office 2016 is installed, it adds shortcuts to all your Office applications under the All Apps menu in Windows 10. You can open Microsoft Outlook 2016 by selecting it from this menu.

To create a shortcut for Outlook 2016 you can right-click on the application icon from the Start menu , then choose either ‘Pin to Taskbar’ or point to Send to, then click Desktop (create shortcut) .

Depending on your type of e-mail account and mail server, you may be required to log on to your mail server when Outlook is launched. If you are using Outlook as an e-mail client of a Microsoft Exchange server, you will be prompted to enter your user name, domain and password. This prompt may occur when the program is launched, or when you use Outlook to retrieve mail from your mail server.

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Lesson 1 – Exploring Outlook

Outlook 2016

Starting Outlook from the Windows 10 Start Menu

NOTE If multiple profiles have been configured on your computer, you may be prompted to select a profile from the Choose Profile dialog box when you start Outlook. You can use the Options button in the Choose Profile dialog box to set a default profile. To create a shortcut for Outlook 2016 you can right-click on the application icon that is on the Start menu , then choose either ‘Pin to Taskbar’ or point to Send to, then click Desktop (create shortcut) .



Procedures

1. Select the

Windows 10 Start button on the Taskbar.

2. Click All Apps .

3. Point to and Click: . 4. If prompted, follow the steps to select a profile, and enter your user name and password information.

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Outlook 2016

Lesson 1 – Exploring Outlook



S TEP - BY -S TEP

Open Outlook 2016.

Steps

Practice Data

1. Select the Start button on the Taskbar. The Start menu appears.

Click or

2. Point to All Apps .

Point to All Apps

The All Apps submenu appears.

3. Point to Microsoft Outlook 2016 . Microsoft Outlook opens.

Click

4. If prompted , follow the steps to select a profile, and enter your user name and password information. Outlook opens.

Follow the instructions below to complete this step

If a Choose Profile dialog box opens, select a profile from the Profile Name list and select OK . If a dialog box opens prompting for your user name, password, and possibly your domain name, enter the appropriate information and select OK .

Depending on your setup, Outlook may open with the Outlook Today page or Inbox folder selected.

U SING THE O UTLOOK I NTERFACE  D ISCUSSION When Outlook starts, the application window opens. When you use Outlook with a Windows 10 theme, you will notice the colorful appearance of the screen. The title bar, which appears at the top of the application window, displays the name of the current folder and application. Under the title bar are Tabs. Each Tab is labeled and underneath these is the Ribbon. The File tab is the first tab in the series. It is always a solid color (default is Blue) and can be clicked to open the Backstage View. The Backstage View is for common tasks like Printing and getting to Outlook Options.

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Lesson 1 – Exploring Outlook

Outlook 2016

The Navigation Pane appears on the left side of the Outlook window and contains the buttons and shortcuts to access Outlook programs and folders. While the Inbox folder in the Mail pane displays a vertical tri-pane view, the contents of the window changes depending on the selected folder. In a tri-pane view, the message list appears in the center pane and the Reading Pane, which occupies the majority of the Outlook window, appears on the right. You can change the way information appears in the message list by sorting, grouping, and filtering items, or by adding or removing columns. Outlook 2016 has a fourth, optional pane – the To-do Bar, which offers even more visual options for your mailbox.

Outlook Interface

NOTE You can select the default folder that appears when you start Outlook by selecting the File tab, then Options button, choose Advanced. In the Advanced Options page, go to Browse button for the Start and exit field and select the folder you want to display when Outlook first opens.

U SING T ABS AND R IBBONS



D ISCUSSION Outlook 2016 commands are organized by Tabs. Each Tab has its own Ribbon. The Ribbons are split into Groups. Each group offers traditional and new features to Outlook 2016.

Some Groups have a small down arrow in their bottom right corner. These are not included for each Group. When they are available they will open a dialog box associated with that group.

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Outlook 2016

Lesson 1 – Exploring Outlook

Outlook provides shortcut menus that are accessed by right-clicking text or an object. Shortcut menus provide commonly used commands and are context-sensitive. Therefore, the options available on a shortcut menu vary, depending on the object clicked.

NOTE Key Tips - You can also use key combinations to execute Tab commands. Press the [Alt] key and the labeled letter of the Tab name. You can then press the letter of the desired command to perform an action.

U SING THE N AVIGATION P ANE



Discussion The Navigation Pane provides a central location where you can access the features of Outlook, as well as select different folders that contain items such as messages, schedules, task lists, documents, shortcuts, and other folders. The Navigation Pane is customizable.

The Navigation Pane is actually made up of two sections. The bottom section displays large and small buttons to navigate to the Mail , Calendar , Contacts and Tasks , Notes , Folder List and Shortcuts panes. In addition, you can use the Configure buttons button to display a menu for customizing the Navigation Pane.

The top section of the Navigation Pane displays shortcuts to corresponding folders and views, and links to shared folders. The contents of this section change depending on the selected pane.

You can use the Navigation Pane command on the View tab to hide and display the Navigation Pane .

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Lesson 1 – Exploring Outlook

Outlook 2016

Navigation Pane



P ROCEDURES

If necessary, display the Navigation Pane .

1. Click the

button.

2. Click the

button.

3. Click the

button.

4. Click the

button.

5. Click the

button.

6. Click the

button.

7. Click the

button.



S TEP - BY -S TEP Use the Navigation Pane to switch panes.

If necessary, display the Navigation Pane by selecting the View tab and the Navigation Pane command.

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Outlook 2016

Lesson 1 – Exploring Outlook

Steps

Practice Data

1. Click the Calendar button to display the Calendar pane. The Calendar pane appears. 2. Click the People (Contacts) button to display the Contact pane. The Contacts pane appears. 3. Click the Tasks button to display the Tasks pane. The Tasks pane appears. 4. Click the Notes button to display the Notes pane. The Notes pane appears. 5. Click the Folder List button to display the Folder List pane. The Folder List pane appears. 6. Click the Shortcuts button to display the Shortcuts pane. The Shortcuts pane appears. 7. Click the Mail button to display the Mail pane. The Mail pane appears.

Click

Click

Click

Click

Click

Click

Click

NOTE Keyboard shortcuts - You can also use key combinations to display the different folders, as follows: Ctrl-1 Displays the Inbox Ctrl-2 Displays the Calendar Ctrl-3 Displays the Contacts (now called People) Ctrl-4 Displays the To-Do List Ctrl-5 Displays the Notes Folder Ctrl-6 Displays the Folder List (see all folders in the Navigation Pane)

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Lesson 1 – Exploring Outlook

Outlook 2016

Practice the Concept: Select the View tab and go to the Group – Layout. Click the Navigation Pane icon. Switch to Minimized. Turn the Navigation Pane back to Normal. If necessary, switch back to Mail.

C USTOMIZING THE N AVIGATION P ANE



D ISCUSSION The Navigation Pane gives you the option of displaying the shortcuts to various folders in large or Compact view. When you first open Outlook, shortcuts to the Mail , Calendar , Contacts and Tasks panes appear as large buttons. If you change the display to Compact , small buttons at the bottom of the Navigation Pane display shortcuts to the Notes , Folder List and Shortcuts panes.

The Navigation Pane can be displayed in a collapsed or minimized status. When the Navigation Pane has been minimized it appears as a narrow vertical toolbar located on the left hand side of the screen. You can click the icons within the Navigation Pane to display unread mail or to display your calendar.

You can also use the Navigation Pane Options dialog box to select which buttons you want to hide or display on the Navigation Pane . For instance, you may want to add a button for a shortcut to an Internet calendar and hide the Tasks and Notes buttons. Furthermore, you can change the order of the buttons.

Customizing the Navigation Pane

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Outlook 2016

Lesson 1 – Exploring Outlook

NOTE You can use the ‘Maximum number of visible items’ option in the Navigation Options dialog box menu to change the size of the Navigation Pane buttons, or display the buttons as large or small buttons. You can use the Reset button in the Navigation Options dialog box to reset the Navigation Pane to the default settings. You can also access the Navigation Options dialog box by clicking the ellipses at the bottom right side of the Navigation Pane . Choose Navigation Options to open the Navigation Options dialog box. Make changes as desired.



P ROCEDURES

1. Click on the ellipses at the bottom right side of the Navigation Pane . 2. Click Navigation Options . The Navigation Options dialog box will appear.

5. Choose the desired number of visible items to display. 6. If desired, check the box for Compact Navigation . 7. Select Move Up or Move Down as needed. 8. Select OK .



S TEP - BY -S TEP Customize the Navigation Pane.

Steps

Practice Data

1. Select the Minimize the Navigation Pane button. The Navigation Pane appears as a vertical toolbar on the left of the screen.

Click the

button

2. Select Mail in the minimized Navigation Pane .

Click

The contents of the Inbox folder are displayed.

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Lesson 1 – Exploring Outlook

Outlook 2016

Steps

Practice Data

3. Select Sent Items .

Click the Send/Receive

The contents of the Sent Items folder are displayed.

button in the Quick

Launch Toolbar in the upper left-hand corner (or Sent Items if not in Folder List view)

4. Select Expand the Navigation Pane . The Navigation Pane is expanded. at the bottom right side of the Navigation Pane and click Navigation options The Navigation Options dialog box opens. 5. Click on the ellipses 7. Select the Maximum number of visible items. Scroll up or down, as desired. 8. Select the name of the button you want to move. The button name is highlighted. 9. Select Move Up or Move Down as needed. The selected item moves up or down accordingly. 6. Select the Compact Navigation checkbox.

Click the

button

Click the ellipses button and then Navigation Options from the pop-up menu.

Click

Scroll the Maximum number of visible items field to 5 items

Click Tasks

Click Move Up two times (to position the Tasks button below the Mail button)

10. Select OK .

Click

The Navigation Options dialog box closes and the changes are applied.

Notice that the Tasks button appears below the Mail button and the Notes button no longer appears on the Navigation Pane. Display the Notes .

Practice the Concept: Open the Navigation Options dialog box and use the Reset button to reset the pane to the defaults. Select 3 Click for the Maximum number of visible items, and move the People (Contacts) up one to appear before the Calendar. Click OK to save the changes.

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Outlook 2016

Lesson 1 – Exploring Outlook

NOTE New to Outlook 2013/2016 is the Peek feature, which allows you to take a quick glance at your Calendar, People, or Tasks. The Peek feature is activated by hovering over the desired icon in the Navigation Pane – see image below. Also, note that you can dock the Peek items by clicking the button circled in the image below.

Peek feature

U SING THE F OLDERS V IEW  D ISCUSSION

If you decide to display your mailbox in Folders view, the folders in Outlook 2016 has the most common folders close together. The other folders below are alphabetized. The Folders view can be used instead of, or in conjunction with, the Navigation Pane buttons at the bottom of the screen. This Folders view allows you to view available folders and display items within those folders quickly and easily. You can also quickly perform folder management functions, such as creating subfolders to organize your items, without changing the view.

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Lesson 1 – Exploring Outlook

Outlook 2016

Folders view shown in Navigation Pane



P ROCEDURES

1. Select the Folders

button or

if Compact view isn’t on.

2. Click the

to the left of the desired folder to display its contents.

3. Select the desired subfolder to display its contents.

4. Click the

to the left of the desired folder to hide its contents.



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Outlook 2016

Lesson 1 – Exploring Outlook

S TEP - BY -S TEP Use the Folder List.

Steps

Practice Data

1. Select the Folders button on the Navigation Pane . The Folders pane appears.

Click the Folders button

or if Compact view isn’t on.

2. Click the show arrow to the left of the desired folder to display its contents. The items contained in the selected folder appear. 3. Select the desired subfolder to display its contents. The items within the selected folder appear in the right pane of the window. 4. Click the hide arrow to the left of the desired folder to hide its contents. The items contained in the selected folder are hidden.

Scroll as necessary and

click the

to the left of

the Inbox.

Scroll as necessary and click Unread Mail under Search Folders

Click

to the left of the

Search Folders

Practice the Concept: Scroll up the Folder List as necessary and select the Calendar folder. Notice that the Calendar folder opens, but the Folder List still appears in the Navigation Pane .

Display the Mail pane.

U SING THE F ILE T AB  D ISCUSSION

The File tab is where you access the Backstage View . It is a central place to manage your outlook accounts, set up rules and automatic replies. This is also where you will find Options and Print.

The File tab displays a menu containing most of the commands from the File Menu used in older versions of Outlook.

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Lesson 1 – Exploring Outlook

Outlook 2016

File tab displaying the Backstage View



P ROCEDURES

1. Select the Mail button

on the Navigation Pane .

2. Select the

button on the Home tab.

3. Click the

tab.

4. Select

.

5. Click the Mail

button.

6. Click the Editor Options

in the Compose messages section.

7. Click Display. 8. Click Proofing . 9. Click Advanced .

10. Select

.



S TEP - BY -S TEP

Explore the File Tab.

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Outlook 2016

Lesson 1 – Exploring Outlook

Steps

Practice Data

1. Select the Mail button on the Navigation Pane . The Mail pane appears

Click

2. Select the New Mail Message button on the Home tab. The Message window opens.

Click

3. Select the File tab.

Click

The Backstage View is displayed.

4. Select Options .

Click:

5. Click the Mail option.

Click:

6. Select Editor Options .

Click

The Editor Options dialog box opens and the Popular settings are displayed. Note that changes to the first six options apply to all of your Office 2016 programs.

7. Select Display .

Click Display

The Display settings are shown. These let you control whether various formatting marks are visible.

8. Select Proofing .

Click Proofing

The Proofing settings for correcting spelling and grammar are displayed. Note that some of the options apply to all of your Office 2016 programs.

9. Select Advanced .

Click Advanced

The Advanced settings are displayed. Note that there are four sections in Advanced settings: Editing options , Cut , copy and paste , Display e-mail content and Display . Use the scroll bar to view additional content.

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Lesson 1 – Exploring Outlook

Outlook 2016

Steps

Practice Data

10. Select OK .

Click

. Twice if

The Editor Options dialog box is closed.

necessary.

U SING THE Q UICK A CCESS T OOLBAR  D ISCUSSION

When the File Tab is visible the Quick Access Toolbar is also displayed. The Quick Access Toolbar includes buttons that are independent of the tab that is currently in view. The Quick Access Toolbar can be customized to show the commands that you frequently need to use. Note that the Quick Access Toolbar has more buttons on it when an Outlook item (email, calendar item, etc,) is open.

Quick Access Toolbar



P ROCEDURES

1. Open a new message. 2. Select Customize Quick Access Toolbar . 3. Select the required button. 4. Select Customize Quick Access Toolbar . 5. Click More Commands... 6. Select the Reset button, and select ‘Reset only Quick Access toolbar’.

7. Select the

button.

8. Select the

button.

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Outlook 2016

Lesson 1 – Exploring Outlook

9. Close the message window.



S TEP - BY -S TEP Explore and customize the Quick Access Toolbar .

If necessary, open a new message.

Steps

Practice Data

1. Select Customize Quick Access Toolbar .

Click

The Customize Quick Access Toolbar menu is displayed.

2. Select the required button.

Click Delete

The button is added to the Quick Access Toolbar .

3. Select Customize Quick Access Toolbar .

Click

The Customize Quick Access Toolbar menu is displayed.

4. Click More Commands... .

Click More Commands...

The Customize Quick Access toolbar window opens.

5. Select the Reset button.

Click Reset

The Reset Customizations options appear on a drop-down list.

6. Select ‘Reset only Quick Access toolbar’.

Click ‘Reset only Quick Access toolbar’ option, then click Yes .

The Reset Customizations message box prompts for Yes or No..

7. Select the OK button.

Click

The Editor Options dialog box closes.

8. Close the message window.

Click

The contents of the Mail folder are displayed.

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Lesson 1 – Exploring Outlook

Outlook 2016

U SING THE R IBBON  D ISCUSSION The Ribbon consists of a series of context sensitive tabs, each of which contains groups of related commands.

When you create an e-mail, the Ribbon contains seven tabs: File, Message, Insert, Options, Format Text, Review and Tell me what you want to do. The Message tab displays the most frequently used commands from the other three tabs in one place, whereas the Format tab shows all formatting commands.

New message ribbon



P ROCEDU R ES

1. Select the Mail button

on the Navigation Pane .

2. Select the

button on the toolbar.

3. Click within the message body. 4. Select the Insert tab. 5. Select the Options tab. 6. Select the Format Text tab. 7. Close the message window.



S TEP - BY -S TEP

Explore the Ribbon.

Steps

Practice Data

1. Select the Mail button on the Navigation Pane . The Mail pane appears.

Click

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Outlook 2016

Lesson 1 – Exploring Outlook

Steps

Practice Data

2. Select the New Item button on the ribbon. The Message window opens with the Message tab displayed. 3. Click within the message body. The Insertion Point appears in the message body and the formatting

Click

Click in the white space below the Send button

mands in the Basic Text group become available.

4. Select the Insert tab.

Click Insert

The Insert commands appear on the Ribbon .

5. Select the Options tab.

Click Options

The Options commands appear on the Ribbon .

6. Select the Format Text tab.

Click Format Text

The Format Text commands appear on the Ribbon .

7. Close the message window.

Click

The message window closes and the Mail pane is displayed.

U SING THE T O -D O B AR  D ISCUSSION

The To - Do Bar incorporates information from different Outlook elements to make them immediately available. It brings together the Date Navigator , any appointments along with any current tasks. Like the Navigation Pane , the To - Do Bar can be customized or hidden. When the To - Do Bar is hidden, it appears as a vertical toolbar located on the right-hand side of the screen. When you click the To - Do Bar it expands to display its contents.

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Lesson 1 – Exploring Outlook

Outlook 2016

To-Do Bar



P ROCEDURES

1. Select the Mail button

on the Navigation Pane.

2. Select the

button on the minimized To - Do Bar on the right-hand side of the

screen. 3. Select a date in the Date Navigator . 4. Select the View tab. 5. Point to the To-Do Bar command. 6. Select Normal .



S TEP - BY -S TEP

Explore the To-Do Bar.

Steps

Practice Data

1. Select the Mail button on the Navigation Pane. The Mail pane appears

Click

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Outlook 2016

Lesson 1 – Exploring Outlook

Steps

Practice Data

2. Select the Expand the To-Do Bar

Click

button on the minimized To - Do Bar on the right-hand side of the screen. The To - Do Bar is displayed with the

Date Navigator, upcoming appointments and tasks.

3. Select a date in the Date Navigator . The date changes at the top of the calendar and the appointments for that date appear.

Click tomorrow’s date

4. Select the View tab.

Click View

The View Ribbon appears.

5. Point to the To-Do Bar button in the group Layout . The To-Do Bar choices appear.

Click

button

6. Select Normal .

Click Normal

The To-Do Bar is displayed.

U SING THE O UTLOOK T ODAY P AGE  D ISCUSSION

The Outlook Today page displays a summary of your appointments, tasks, and e-mail messages. You can view appointments for the next 7 days, tasks to be completed; and the number of unread, unfinished, and unsent messages on this page. You can check off tasks that have already been completed or display detailed information about a listed appointment or task.

You can open a folder or item listed on the Outlook Today page by clicking the hyperlink text. When you point to the hyperlink text, the mouse pointer changes into a pointing hand and the text may appear underlined.

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Lesson 1 – Exploring Outlook

Outlook 2016

Outlook Today page

NOTE You can customize your Outlook Today page by clicking the Customize Outlook Today hyperlink text next to the current date. You can set the Outlook Today page as your startup page by selecting the When starting, go directly to Outlook Today option. You can also display the Outlook Today page by selecting your Mailbox folder at the top of the All Mail Folders pane or in the Folders List. Also note that if you display more than one mailbox, Outlook Today is only available for the main account.



P ROCEDURES 1. Display the Navigation Pane . 2. Click your Mailbox Folder at the top of the Navigation Pane . 3. Point to the desired folder or item on the Outlook Today page until the mouse pointer changes into a pointing hand. 4. Click the desired folder or item.  S TEP - BY -S TEP Use the Outlook Today page.

Steps

Practice Data

1. Display the Folders List .

Click the

on the

The Folders List pane appears.

Folders Pane

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Outlook 2016

Lesson 1 – Exploring Outlook

Steps

Practice Data

Click Mailbox

2. Click your Mailbox Folder at the top of the Folders List. The Outlook Today page opens.

Point to Calendar

3. Point to the desired folder or item on the Outlook Today page until the mouse pointer changes into a pointing hand.

The mouse pointer changes into a pointing hand and the text appears underlined.

Click Calendar

4. Click the desired folder or item. The desired folder or item opens.

Select the Inbox folder.

E XITING O UTLOOK



D ISCUSSION When you have finished using Outlook, you should exit the application properly, since Outlook performs necessary housekeeping before it closes.

You can exit Outlook in the same way you would exit any other Windows-based program. You can use the Exit command on the File tab to close Outlook. Another alternative is to use the Close button on the application window title bar to close the program quickly.  P ROCEDURES 1. Select the File tab. 2. Select the Exit command. 

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Lesson 1 – Exploring Outlook

Outlook 2016

S TEP - BY -S TEP

Steps

Practice Data

1. Click the File tab.

Click

The Backstage view appears.

Click the Exit link on the left side of the page.

2. Click the Exit icon. Outlook will close.

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Outlook 2016

Lesson 1 – Exploring Outlook

Exercise

E XPLORING O UTLOOK



T ASK Explore the Outlook window.

1. If necessary, open Outlook and sign into your e-mail server. 2. Display each Ribbon.

3. Minimize the Navigation Pane . 4. Maximize the Navigation Pane . 5. Switch off the To-Do Bar . 6. Display the To-Do Bar .

7. Create a new mail message and view the Ribbon . 8. Add the Forward button to the Quick Access Toolbar . 9. Reset the Quick Access Toolbar . 10. Close the message window. 11. Change the Navigation Pane to display compact buttons for the Mail , Calendar , People (Contacts) , and Tasks panes. 12. Open the Folders List pane and select the Sent Items folder. 13. Display the Shortcuts pane. 14. Open the Outlook Today page. 15. Select the Tasks hyperlink to view the Tasks pane. 16. Return to the Inbox folder.

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Lesson 2 - S ENDING AND R ECEIVING M ESSAGES

This lesson covers the following objectives:

Using Outlook's E-mail Features Using the Mail Pane Sending a Message

Performing a Manual Send/Receive Reading Messages in the Reading Pane Reading Messages in the Message Window Using a Desktop Alert to Open a Message Changing the Reading Pane Layout Addressing Messages with the Address Book Using the Unread Mail Search Folder Changing the Read Status of a Message

Viewing Sent Messages Replying to a Message Forwarding a Message Using the InfoBar Exercise

Lesson 2 – Sending and Receiving Messages

Outlook 2016

U SING O UTLOOK ' S E- MAIL F EATURES  D ISCUSSION

Outlook can be used as a “universal inbox” for all your e-mail needs. It can work as a Microsoft Exchange client, allowing you to manage your Exchange messages and communicate with other Exchange users through an Exchange server. You can also use Outlook to manage your Internet mail. The Inbox folder can therefore be used as a central location for all your e-mail messages, regardless of their source. Outlook includes several features to simplify e-mail message addressing. Automatic name checking allows you to verify an e-mail address. When you enter a portion of a name for any e- mail recipient entered in your Address Book, Outlook automatically inserts the complete e-mail address. In addition, if you addressed a message to a recipient previously, the AutoComplete feature attempts to complete the address for you, even if the address is not in the Address Book. When you include a web page URL in an outgoing message, Outlook automatically recognizes the URL as an address and creates a hyperlink to that web page. You view your mail using the Reading Pane. The Reading Pane displays the full body of each message in the right pane without having to open another window. U SING THE M AIL P ANE  D ISCUSSION You read and work with your messages in the Mail pane. Mail folders can be viewed using the Folder Pane. The Inbox folder is accessible from either the Mail or Folders List pane. All folders formatted to contain messages appear in the Mail Folders pane. The default mail folders include Inbox , Sent Items , Outbox , Drafts , and Deleted Items . Depending on your configuration, Outlook contains a Junk E-mail folder and a Search Folder . Search Folders display views of messages that meet certain criteria. The default Search Folders are the Categorized Mail , Large Mail and Unread Mail folders. The Inbox folder and most other mail folders appear in the vertical tri-pane view. In this view, the message list appears in the center pane and a large Reading Pane appears on the right. The large area devoted to the Reading Pane makes it easy to read your messages. Message text automatically wraps to fit the width of the Reading Pane, so there is no need to horizontally scroll. If the message is longer than the pane, you can use the vertical scroll bar to scroll the message text. For most messages, you will not have to open them in a separate message window. Other mail folders, such as the Drafts folder appear in a single-line column format.

Because the Reading Pane occupies half the application window, the message list displays message headers in a multi-line format. Message fields show who sent the message, the subject

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